Getting rid of a paid sales invoice

Question

Hi members,&nbsp;I have a $110 sales invoice dated January 2020 that was paid in February 2020 by the head office of an organisation that pays for multiple stores. They sent me their remittance which shows the $110 invoice they paid.&nbsp;I used the debtors clearing account to put all the payments into.&nbsp;Somehow I managed to balance the debtors clearing account without allocating the $110 invoice.&nbsp;What is the best way to clear this paid invoice without raising a credit note?&nbsp;Thank you in advance :)

mike_james · Accepted Answer

Hi&nbsp;PFCCOG&nbsp;, one logical possibility is that the charges have been duplicated and included in another branch's payment amount, in which case you "could" credit the total.

jesh_d · Answer

Hi&nbsp;PFCCOG&nbsp;
&nbsp;
To help you with the query please refer to this Help Article: Deleting a transaction. Just note that&nbsp;there are a number of restrictions when deleting transactions. Your security preferences and user role&nbsp;must allow deleting, the transaction can't be in a locked period&nbsp;and the transaction must be in your current financial year, which the Help Article I have provided also explains and gives instructions to.
&nbsp;
Please let me know how you get on, and if you require further assistance.&nbsp;

pfccog · Answer

Thank you for responding Jesh_D.&nbsp;I don't want to delete the sale. I need to show it as paid and don't know how to do that.&nbsp;Sorry, I didn't make myself clear in original post.

jesh_d · Answer

Hi&nbsp;PFCCOG&nbsp;
&nbsp;
Thank you for your response and clarification. You can follow the steps on how to record payments against invoice to show them as paid by following the instructions in this handy Help Article: Receiving Payments.
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Once you have followed the steps, the invoice/s in question will be paid and therefore can be closed. Please let me know if you have any further questions I can assist with.

pfccog · Answer

Thank you again for your quick response but my question has not been answered yet. I know how to receive payments.&nbsp;Let me try and break it down again...&nbsp;This customer is the head office for a group of individual companies that buy from us. Head Office paid a lump sum of $20,000. I entered the payment through Banking/Receive Money into our bank account. I then went into Sales/Receive Payments and deposited each individual store into the Debtors Clearing Account. I then went into Banking/Reconcile Accounts and reconciled the Debtors Clearing Account making sure that the deposits column amount matched the withdrawals column amount (which it did).&nbsp;Every month since February I have been chasing this one customer for payment of the overdue $110. They sent me the remittance from Head Office which showed that $110 was paid as part of the $20,000 lump sum.&nbsp; Somehow I didn't allocate the $110 into MYOB so it's still showing as outstanding. They have definitely paid this $110 but I don't know how to show it as paid in MYOB since it was allocated in February and I've already reconciled and done the BAS for February (Q3).&nbsp;Do I need to unreconcile the bank account and start over with the payment allocation?&nbsp;&nbsp;

mike_james · Answer

Hi&nbsp;PFCCOG&nbsp;, if I may suggest - if you have balanced the $20,000 without paying off the $110, then one of the other store's accounts must have had $110 applied to it incorrectly. Perhaps if you run the Sales - Customer Payments (closed invoices) report for the date you recorded the store accounts as paid, then compare it with the remittance from head office, you may find where the problem lies.&nbsp;&nbsp;(You may need to run this report to Excel and add a column totalling the net sale and the GST amount).&nbsp;

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Getting rid of a paid sales invoice

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